Office Support Specialist, Prairie Research Institute

Prairie Research Institute

Illinois is a world leader in research, teaching, and public engagement. We serve the state, the nation, and the world by creating knowledge, preparing students for lives of impact, and addressing critical societal needs through the transfer and application of knowledge. Illinois is the place where we embrace difference. We embrace it because we value it. Illinois is especially interested in candidates who can contribute, through their research, teaching, and/or service, to the diversity and excellence of the Illinois community.

The Prairie Research Institute and the Illinois State Water Survey are seeking two Office Support Specialists to support researchers with administrative functions including purchasing, ChromeRiver, and travel.

Job Summary

Perform a wide variety of office support functions, which require the use of judgment and initiative to operate computer systems that support the needs of PRI and/or the five surveys. Provide office and operational support to administrative staff, research staff, and survey employees.

Duties & Responsibilities

• Administrative Greet visitors, answer phones and relay calls and messages to appropriate staff members. Sort and distribute mail for staff. Review incoming mail, responds to routine items, and distributes the remainder to appropriate staff members. Assists in developing confidential and technical research material by composing correspondence and reports. Assists with scheduling and managing calendar commitments and schedules meetings. Assist with special assignments, and projects. Manage survey filing system and record system for confidential and technical materials. Assist with general tasks and time sensitive projects. Serves as a backup for survey administrative support staff. Assist with administrative systems needs such completing PRIDE transactions when requested. Assist with completing onboarding tasks for employees. Serve as a resource person and liaison for staff between PRI administrative teams including fiscal services and purchasing.
• Travel planning Serve as primary contact/coordinator for travel needs. Assist staff with travel arrangements: reserve lodging and transportation; conference registration arrangements; prepare and process all travel (T-card and non-Tcard) expense reports in the travel reimbursement system; serve as survey wide delegate. Arrange travel, make reservations, and complete registrations. Prepare and process travel request approval forms; reconcile T-Card transactions; prepare and process travel and expense reimbursement reports in the travel reimbursement system. Serve as a travel planning resource for PRI-OED/administrative teams.
• Purchasing Serve as primary contact/coordinator for purchasing needs. Order and maintain equipment, supplies, and commodities; obtain and execute quotes for purchase of equipment; comply with all purchasing and reporting regulations for employees, obtains quotes, and makes purchasing recommendations. Order and maintain general office supplies and commodities; comply with all purchasing and reporting regulations; submit purchase requests; process P-card expense reports in ChromeRiver. Processes financial forms and transactions while taking the budget into account. Makes cost estimates and comparison of materials for researchers. Initiate purchase requests, maintain order logs, and reconcile transactions. Assist with procurement, inventory, and transfer of scientific assets and equipment.
• Other
  Perform other duties as needed in order to further the mission and goals of the Surveys, PRI, and the University.

Additional Physical Demands

The work of this position takes place in an office setting. The work is sedentary and involves sitting for extended periods of time working at a computer, using a keyboard and mouse, and using repetitive hand motions for data entry.

Minimum Qualifications

1. High school diploma or equivalent.
2. Any one or combination totaling two (2) years (24 months) from the categories below:
A. College coursework in any curriculum, as measured by the following conversion table or its proportional equivalent:
30 semester hours equals one (1) year (12 months)
Associate’s Degree (60 semester hours) equals eighteen months (18 months)
90 semester hours equals two (2) years (24 months)
Bachelor’s Degree (120 semester hours) equals three (3) years (36 months)
B. Work experience performing office/clerical activities, including the use of computer systems.
3. One (1) year (12 months) of work experience comparable to the second level of this series.

Knowledge, Skills and Abilities

• Effective communication, personal relations, collaboration, organizational, teamwork, and leadership skills. Demonstrated ability to perform effectively in a diverse and fast- paced work environment consisting of multiple and changing priorities with stringent deadlines, under minimal supervision. Attention to detail, sound judgment, and strong conflict resolution skills. Proficiency in commonly employed software and databases. Working knowledge of office support and routine office practices and procedures.

Appointment Information

We are hiring for two positions. These are 100% full-time Civil Service 3243 - Office Support Specialist position, appointed on a 12-month basis. The expected start date is as soon as possible after 8/14/2023. Salary is commensurate with experience.
For more information on Civil Service classifications, please visit the SUCSS web site at https://www.sucss.illinois.gov/pages/classspec/default.aspx.

Application Procedures & Deadline Information

Applications must be received by 6:00 pm (CST) on August 18, 2023. Apply for this position using the Apply Now button at the top or bottom of this posting. In order to be considered as a transfer candidate, you must apply for this position. Applications not submitted through https://jobs.illinois.edu will not be considered. If required by the position, transcripts or other documentation of credentials are to be provided no later than the first day of employment. For further information about this specific position, please contact Megan Weeks, mkweeks@illinois.edu, or 217-244-4768. For questions regarding the application process, please contact 217-333-2137.

The University of Illinois System is an equal opportunity employer, including but not limited to disability and/or veteran status, and complies with all applicable state and federal employment mandates. Please visit Required Employment Notices and Posters to view our non-discrimination statement and find additional information about required background checks, sexual harassment/misconduct disclosures, COVID-19 vaccination requirement, and employment eligibility review through E-Verify.

Applicants with disabilities are encouraged to apply and may request a reasonable accommodation under the Americans with Disabilities Act (2008) to complete the application and/or interview process. Requests may be submitted through the reasonable accommodations portal, or by contacting the Accessibility & Accommodations Division of the Office for Access and Equity at 217-333-0885, or by emailing accessibility@illinois.edu.

Requisition ID: 1019474
Job Category: Administrative Support
Apply at: https://jobs.illinois.edu